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The Stanford Linear Accelerator Center is the lead Department of Energy (DOE) laboratory for electron-based high energy physics. It is dedicated to research in elementary particle physics, accelerator physics and in allied fields that can make use of its synchrotron radiation facilities—including biology, chemistry, geology, materials science and environmental engineering. Operated on behalf of the DOE by Stanford University, SLAC is a national user facility serving universities, industry and other research institutions throughout the world. Its mission can be summarized as follows:
Perform world-class research in high energy physics, particle astrophysics and cosmology, and in the use of synchrotron radiation
Provide accelerators, detectors, instrumentation and support for national and international research programs in elementary particle physics and allied fields that use synchrotron radiation
Advance the art of accelerators and related devices through development of sources of high energy particles and synchrotron radiation, plus new techniques for their scientific utilization
Advance the critical technologies necessary to maintain its leadership and excellence in particle physics, accelerator physics, particle astrophysics and cosmology, and synchrotron radiation
Transfer practical knowledge and innovative technology to the private sector
Contribute to the education of the next generation of scientists and engineers, and to the scientific awareness of the public
Achieve and maintain excellence in matters of environmental concern and provide for the safety and health of its staff and the general public.
Functions
The Laboratory Safeguards and Security (LS&S) function supports the scientific mission of the Laboratory by providing the full range of security services (excluding police services). These services are further delineated, but are not limited to, the following:
Staffing
The LS&S functional area includes 2.5 (regular SLAC employee) FTE’s**, and 26 contractor FTE’s. One of the SLAC employees, the Functional Area Manager, is responsible for successful operation of the entire functional area, and is directly involved in the conduct of investigations, ISSM program, contract administration, supervision of the contract security force, surveillance camera installation and operation, electromechanical and electronic door access installation and control, specialized security force training, special support to the U.S. Secret Service and the F.B.I. during dignitary visits, and in the preparation and filing of all administrative reports.
The second FTE is a Radiation Gate Officer who is responsible for controlling access to the Accelerator Area during the Graveyard Shift. The 0.5 FTE person is an Administrative Associate. This person provides support in the preparation of reports, distribution of traffic violation citations, and provides critical support in various other administrative functions.
The contract Security Force provides coverage of various elements of the functional area through shift operations 24 hours per day, 365 days per year as directed by the Functional Area Manager.
** FTE – Full time equivalent
Richard P. Yeager, Manager, Safeguards and Security
Scope of Self-Assessment
This report represents the results of the LS&S functional area self-assessment, an ongoing process begun as part of the Business Management Oversight Pilot established by DOE in March 1995, and continued by Executive Order as part of DOE Performance Based Management. Assessment materials were collected from data collected over the past fiscal year, followed by a process of creative action planning, closure/validation of findings, analysis, and report writing. The LS&S functional area self-assessment is based on, and is measured against, performance measures currently agreed to between SLAC and DOE in order to address customer satisfaction, cost efficiency, and contract compliance.
Discussion of Individual Performance Objectives
The objectives of the safeguards and security performance measures are to:
Performance Objective 1.0 – Sustain and enhance the effectiveness of Integrated Safeguards and Security Management (ISSM). (Total Weight 60%)
Performance Criterion: 1.1
Safeguards and Security (SAS) is integrated into the culture of the organization for effective deployment of the management system.
Description:
This indicator will assess the degree to which the requirements and practice of
the Safeguards and Security management system are integrated into the day-to-day
operating culture of the Laboratory. The degree of integration will be
determined using the following measures:
Performance Measures 1.1a
(Weight: 60%)
Definitions:
SAS Assets (also referred to as “security interests”): A general term for
any DOE or Stanford Asset, resource, or property, which requires protection from
malevolent acts. It may include (but is not limited to) sealed sources,
intellectual property and Official use only, business, or technical information,
precious metals, high value items, general property and facilities, and
controlled substances.
Performance Assumptions:
There are no significant changes in requirements. There are no significant
changes in SAS assets at the Laboratory.
Performance Gradient:
Outstanding:
95%-100% of Milestones/Objectives for ISSM Action plan are on track with schedules; an increase in positive results on the customer awareness survey relative to SAS;
90%-100%; Self-assessments will be completed/actions completed in accordance with developed/managed schedules
Excellent:
85%-94% of Milestones/Objectives for ISSM Action plan are on track with schedules; Results from customer satisfaction survey relative to SAS remain consistent with baseline survey results;
80%-89% Self-assessments will be completed/actions completed
Good:
75% - 84% of Milestones/Objectives for ISSM Action plan are on track with schedules; Results from customer satisfaction survey relative to SAS will not drop more than 10% from the baseline survey results;
70%-79% Self-assessments will be completed/actions completed
Marginal:
Less than 75% of Milestones/Objectives for ISSM Action plan are on track with schedules; Results from customer satisfaction survey drop (negative results) more than 10% from baseline survey
Unsatisfactory:
No Action taken.
Performance Results
We are pleased to report that SLAC accomplished 100% of its goals toward improving ISSM awareness during FY 2004. Several initiatives were undertaken to make this program successful:
ISSM Survey
An online survey of 4 questions dealing with our ISSM focus was sent to the entire staff of both Physics Research Division and Technical Division (total of 1,349 surveys). These two divisions were targeted for this round of questions. In early FY 2005, we will survey the remainder of the SLAC community with a new set of questions that have been refined based on the findings from this initial survey. We were pleased to see that 334 people responded to this survey (25% response rate).
The following graphs summarize the results of our survey…….
Focus Area 1 – Site Access and Controls
Focus Area 2 – Property Management and Personal Responsibility for Property
Focus Area 3 – Emergency Response
Focus Area 4 – Property Protection on Projects
The feedback from these surveys has provided us with excellent information and we are taking steps to use this information to improve our education program, communications, and processes to best meet the ISSM needs of this laboratory.
The full text of all comments received on these questions can be found on the web at:
https://www-internal.slac.stanford.edu/bsd/issm/surveys/Introductory.htm
Safety and Security Articles in “The Interaction Point” (TIP) and on the “SLAC Today” Web Page
Security awareness was highlighted in several TIP articles and on the “SLAC Today” web page over this past year. These articles and notices were an excellent source of information for our staff and they encouraged telephone calls and e-mails to our Security staff on specifics. This increased dialogue encourages us to continue this trend into FY 2005. The listing below shows published items this year related to ISSM:
TIP Articles
December 2003 – “Traffic Safety at the Main Gate”
January 2004 – “Traffic Control Program”
August 2004 – “Making 911 and 9-911 Calls”
September 3, 2004 -- “Traffic Tip
September 17, 2004 -- “2004 All Hands Safety and Security Briefing & Expo”
“SLAC Today” Announcements:
November 7, 2004 – Clarification on when to call 9-911
January 26, 2004 – Traffic Control System
April 26, 2004 – Entry Procedures at SLAC Main Gate
July 27, 2004 – SLAC Safeguards and Security Offices Move to New Location
September 30, 2004 – Safety and Security Briefing Vu-graphs and Video Available
Annual Safety and Security Briefing (ISSM)
Over 1,000 staff attended the 3rd Annual SLAC “Safeguards and Security Briefing” which was held on September 22nd in the Panofsky Auditorium. This 90-minute briefing was tailored to deliver practical information about SLAC’s safety and security programs that anyone could use both at work and at home.
Attendees reacted enthusiastically to the revised format and solid content of the talks.
Staff comments from the 2003 event had influenced the topics and helped shape the overall format this year—fewer speakers, timely and concise information and more interesting visuals. We are pleased to report that, based on 400 staff surveys returned, many felt this year’s program was the most valuable one they had attended to date.
Rick Yeager (SLAC’s Security Manager) gave helpful tips and reminders about Site Safeguards and Security.
Teresa Downey (SLAC Computing Services) gave an informative presentation on ‘Phishing’, with examples of ‘spoofed’ e-mails and fraudulent websites designed to fool recipients into divulging personal financial data. She gave information on how to protect computers, both at work and at home, from virus attacks.
Steve Minnear (DOE Office of Counterintelligence) provided insights and tips on travel overseas for both business and pleasure. He shared excerpts from several of our colleagues’ trip reports to illustrate that while overseas travel is still safe, you should always expect the unexpected.
Overall emphasis was placed on the integration of safety plus security into daily activities and the term “Integrated Management” was used to support this concept. Presentations included Site Safety and Security, Computer Security, Copyright Policies, and Counterintelligence.
Attendees were asked to fill out surveys asking for their opinion on the future direction our Security and Safety programs. The opinions expressed will be analyzed by the Directorate as they plan ahead for the “next best steps” in these areas. Survey responses indicated that many felt the briefing was effective in getting the message out.
For streaming media of the talks and copies of the presentations given at the 2004 Safety and Security Briefing, see: ../../ISSM/briefing04/safety_security04.htm
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Hundreds of attendees took advantage of the tables in the lobby to talk with subject matter experts during the “Expo” portion of the Integrated Management event. |
Speakers focused on key topics relevant to the Laboratory’s Safety and Security concerns. Talks were well-received and there were many positive comments on the improvements we’ve made in delivering the message about ISSM. |
The “Integrated Management Expo” tables were set up in the breezeway as an adjunct to the Annual Briefing. These tables were well-received by the staff. Attendees were given many helpful handouts (including 2005 “Integrated Management” office calendars). Each table was manned by a subject matter expert who was available to discuss security and safety issues and answer attendee’s questions.
Documentation
All documents supporting SLAC’s Safeguards and Security program are available on request.
Overall Rating For Performance Objective 1.0
In this area of the self-assessment, we feel that the laboratory has met 100% of the Milestones/Objectives for ISSM. We remained on track with schedules; saw an increase in positive results on the customer awareness surveys relative to SAS and have significantly increased awareness of our program. We rate ourselves in this area as “Outstanding”.
Performance Objective: 2.0
Sustain and enhance the effectiveness of Integrated Safeguards and Security (SAS).
(Total Weight 40%)
Performance Criterion 2.1
Emerging threats are identified, reported, and mitigated as necessary (Weight 40%)
Description:
This indicator will assess the Laboratory’s ability to identify, report and mitigate, as necessary, any emerging threats. Performance against this indicator will be measured using the following parameters and the criteria specified in the Performance Evaluation section, below.
Performance Measure:
Definitions:
Incidents of security concern are:
Any actions or inactions that—
In combination and over time, adversely impact the level of security awareness and program responsiveness necessary to protect DOE’s security interests.
Significant incidents of a security concern:
Performance Assumptions:
There are no significant changes in requirements. There are no significant changes in SAS assets at the Laboratory.
Performance Gradient:
Outstanding:
Excellent:
Good:
Marginal:
Unsatisfactory:
Safeguards and Security Terrorism Response
The SLAC Manager of Safeguards and Security (LS&S) continues to work closely with SLAC senior management, DOE HQ, and other Federal, State, and local Law Enforcement agencies to maintain, a risk based approach to tightened security at the site. Regular “All Hands” e-mails and other notifications are provided to all staff, visiting scientific personnel, and contractor personnel by the Laboratory Directorate informing them of any changes to site security procedures when appropriate. Approved Badge/ID access controls remained in effect throughout FY 2004. We had no significant security events in this category during this rating period. “Outstanding”.
SLAC I.D. Badges
The maintenance of the SLAC Badge (DOE Common Badge) continues without difficulty. The new badge is an integral part of the personnel identification system and is in keeping with the increased site security practiced since the terrorist attacks of September, 11 2001. This badge also serves as verification of various levels of safety training status which is required for access to the Accelerator area. We have a 100% completion record in this area, resulting in a rating of “Outstanding".
Site Access
Unrestricted access by members of the public, contractors, and visiting scientific users, and employees to the Main Campus area of the site is allowed during normal work hours, Monday through Friday.
Main Gate Procedure Change in April 2004
A change in Main Gate access procedure was implemented in April 2004. The new procedure (effective at SECON 3 and below) allows vehicles displaying the SLAC decal to enter the site during normal business hours without requiring the driver to display photo identification. This procedural change allows for a smoother entry process with no adverse impact on our security controls.
One benefit that we gained from this procedural change is that we saw a dramatic upswing in requests for the vehicle decals – we can attribute an increase of well over 250 additional registered vehicles thanks to this. This willingness of staff to use the decal system helps our Security staff in many ways throughout the day -- not only in traffic/access control, but in countless parking control situations and knowing likely occupants of buildings in the event of emergencies.
Drivers of SLAC-non registered vehicles are still required to show a valid drivers license, or other valid photo ID when entering the site.
Accelerator Area Access
All persons wishing to enter the Accelerator area of the site (employees, visitors, sub-contractors, visitors, etc.) are required to show a SLAC Photo I.D. Badge with the training level displayed, or a Red Visitor’s Badge while accompanied by a badged SLAC employee.
Non-working hours/Holiday Access
After normal work hours, weekends and holidays, all staff, non-staff, contractors, and members of the public are asked for photo ID and questioned regarding their destination. For non-employees, a SLAC point-of-contact is contacted for verification of the visit prior to the person(s) being granted entry into the site. Escorts are provided when deemed appropriate. If the SLAC point-of-contact is not available, site entry is denied, and a report is prepared.
Entry for Symposia/Conferences/Workshops/Public Lectures
Various public meetings, symposia, conferences, and workshops sponsored by SLAC Points-of-Contact are conducted for members of the public throughout the year. The SLAC Public Affairs Office is responsible for coordinating these activities with SLAC Safeguards and Security. Additionally, scheduled tours for interested members of the public are conducted without restrictions throughout the year. However, close coordination is maintained between SLAC Public Affairs and Safeguards and Security during the conduct of these tours.
The SLAC Guest House
The SLAC Guest House has been opened since June 2003. This facility has 112 guest rooms available to members of the Stanford University community. Since SLAC is considered a part of the Stanford campus, and in keeping with our policy of unrestricted access for those with proper identification, our overall site access procedures are working very well despite this increase in non-SLAC visitors.
The majority of guests are SLAC scientific visitors, users, and collaborators, with an especially high population occurring during major conferences, meetings, reviews, and symposia. Other guests include individuals associated with other departments of Stanford University, families of patients being treated at Stanford Medical Center and Children’s’ Hospital, and a variety of other Stanford-associated guests.
To date, the Guest House population has created no workload increases, nor have we encountered additional problems. The transition continues very smoothly. We continue to receive very favorable comments from the Guest House management about the professional, courteous, and responsive service provided at our front gate.
Performance overall in this area has been “Outstanding.”
Overall Rating For This Performance Objective 2.0
In this area of the self-assessment, we feel that the laboratory has met 100% of the criteria for Performance Objective 2.0, and has responded immediately to all incidents and made any necessary changes. Emerging threats were identified, reported, and mitigated as necessary. In this area, we have achieved an overall rating of “Outstanding.”
Other Accomplishments in Safeguards and Security for FY 2004
Improvement in our Traffic Control Program for FY 2004
Our goal is to have the average speed for cited violations to continue downward to approach the speed limit. During this rating period, we have made a major improvement in process and procedure.
New, Faster Action on All Traffic Violations
Electronic processing of traffic violations has been implemented, and has
received widespread acceptance by supervisory personnel. When a violation
notice is issued, the supervisor and SLAC Human Resources are notified
electronically within two hours of the violation issuance.
This has been a marked improvement over the distribution center delivery of hard copies of the violation notices. SLAC employees are very aware of this new tool and the distribution.
This new process, coupled with a more aggressive patrolling program, and the updating of the SLAC Traffic Control Program has increased awareness and enhanced site drivers safe driving habits.
The vehicle registration program, as mentioned above, saw a dramatic increase in April 2004. Except for that noted upswing, we are experiencing the expected number of cancellations (sales of vehicles), new permits, etc. We continue to encourage all SLAC staff to register their vehicles with us.
Neither multiple moving vehicle nor any vehicle injury collisions occurred on the SLAC site during FY 2004.
This area has accomplished “Outstanding” results.
Theft & Missing Items Figures for FY04
The FY 2004 theft figures show a marked decrease (92.6%) compared to those reported for FY 2003.
The property covered by the reports include: SLAC controlled, SLAC non-controlled, and personal or other University-owned property. The total replacement dollar amount of theft or un-recovered missing property reported to LS&S for FY 2004 was $2,989.75. Of this amount, a band saw valued at $1,735.00 was found on site. A Palm Pilot valued at $340.00 was lost due to an off-site snatch and run theft that was investigated by the appropriate law enforcement agencies.
The modified dollar amount (on-site losses) for FY 2004 was $1,254.75, a striking 92.6% reduction in theft loss from the previous year.
Our ongoing corrective actions, which include (but are not limited to) multiple TIP articles, handouts, use of the “SLAC Today” web site and employee awareness of property and each person’s responsibility for safeguarding property (from our Property Management Group) are all believed to be contributors to the marked reduction in unrecovered or stolen items.
Overall Goals for FY05:
Respond quickly and appropriately to all security concerns. Specifically:
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